Executive Assistant

THE ROLE

We are looking for a highly motivated, proactive and productive Executive Assistant with impeccable organizational skills to provide mature, discrete, professional assistance. As the Executive Assistant, you will be responsible for providing full business and administrative support, in a one to two working relationship.

RESPONSIBILITIES

• Calendar management for two global executives in the New York office. Working to monitor, prioritize and resolve any conflicts pro-actively on their behalf.
• Liaising with all levels of staff globally including senior executives, high profile clients, and external stakeholders from all aspects of the business and market.
• Responsible for coordinating meetings and events as needed; planning the agenda with input, arranging speakers, organizing materials, tracking attendance, following up on actions.
• Assisting with diverse projects, initiatives and roll outs, carrying out research, gathering, analyzing and presenting data. 
• Answering calls and handling incoming enquiries from staff and clients; resolving or raising to the executives.
• Drafting email and correspondence, preparing reports and presentations and proofreading. 
• Acting as the “eyes and ears” for the executives and ensuring they are informed of any issues or events, news, internal updates and initiatives, upcoming sales and sale results.
• Booking trips and travel arrangements as necessary.
• Complete all expenses and become an expert in the T&E policy and tool.
• Managing invoices; checking costs and accuracy, setting up new vendors, processing, and monitoring timely payment.
• Partnering with other Executive Assistants and providing coverage where needed.

IDEAL EXPERIENCE & COMPETENCIES

• Bachelor’s Degree required.
• 5+ years of professional experience in an Executive Assistant role, or role with similar responsibilities.
• An awareness and interest in the Art market and Sotheby’s and a desire to learn about business development and strategy.
• Strong multi-tasking and prioritization skills.
• A fastidious attention to detail, accuracy and organization.
• Adept at handling sensitive and confidential information in a professional manner, maintaining discretion at all times.
• Able to maintain composure under pressure.
• Skillful ability to interact in a professional, mature and collaborative style with key constituents.
• Ability to show good judgment and represent the Sotheby’s brand and core competencies.
• Excellent interpersonal skills and an enthusiastic client service attitude.
• Excellent written communication and analytical skills with experience in drafting reports and presentations and responding to correspondence in a timely fashion.
• Strong experience in Outlook, Word, Excel, and PowerPoint.
• Flexibility to work some evenings and weekends when necessary.

The proposed base salary for this position ranges from $60,000-$80,000. In addition to base salary successful candidates are eligible to receive a discretionary bonus, as well as a competitive benefits package. Salary offers are based on a wide range of factors including relevant skills, training, experience, education, and, where applicable, licensure or certifications obtained. Market and organizational factors are also considered.